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Time Sheet Approval Workflow

The tables below identify the status of individual time sheet line items as well as the overall time sheet approval status between Draft, Pending, Approved and Rejected.

Workflow States

Step 01 – Status – Draft by User
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Draft Draft
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Draft
Entry Line 02 Draft
Entry Line 03 Draft
Entry Line 04 Draft
Entry Line 05 Draft
Entry Line 06 Draft
Entry Line 07 Draft

For the initial draft there is no status applied to the approving supervisor or CBS manager, the time sheet remains UNLOCKED for editing and cannot be reviewed by the supervisor or CBS manager until the draft is submitted.

Step 02 – Status – Submitted by User (Approved)
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Pending Approved Pending Pending
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Pending Pending
Entry Line 02 Approved Pending Pending
Entry Line 03 Approved Pending Pending
Entry Line 04 Approved Pending Pending
Entry Line 05 Approved Pending Pending
Entry Line 06 Approved Pending Pending
Entry Line 07 Approved Pending Pending

The user submits the time sheet for approval by their supervisor and CBS Manager (i.e. user Approves their own time sheet) Pending status applied to the approving supervisor or CBS manager, the time sheet becomes LOCKED for editing by user.

Step 03 – Status – Example Scenario – Reviewed by CBS Manager First
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Pending Approved Pending Approved
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Pending Approved
Entry Line 02 Approved Pending Approved
Entry Line 03 Approved Pending Approved
Entry Line 04 Approved Pending Approved
Entry Line 05 Approved Pending Approved
Entry Line 06 Approved Pending Approved
Entry Line 07 Approved Pending Approved

The supervisor or CBS manager review the time sheet line items individually for approval (or rejection with comment), the time sheet remains LOCKED for editing by user.

Step 04 – Status – Example Scenario – Reviewed by Supervisor Second
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Rejected Approved
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Approved Approved
Entry Line 02 Approved Approved Approved
Entry Line 03 Approved Approved Approved
Entry Line 04 Rejected Approved
Entry Line 05 Approved Approved Approved
Entry Line 06 Rejected Approved
Entry Line 07 Approved Approved Approved

If the supervisor or CBS manager reject a time sheet line item (with comment) the time sheet becomes UNLOCKED and sent back to user for editing.

Step 05 – Status – Employee Redraft
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Draft Draft
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Approved Approved
Entry Line 02 Approved Approved Approved
Entry Line 03 Approved Approved Approved
Entry Line 04 Draft
Entry Line 05 Approved Approved Approved
Entry Line 06 Draft
Entry Line 07 Approved Approved Approved

The user redrafts the rejected time sheet line items (or resubmits unchanged) the time sheet remains UNLOCKED for editing until resubmitted. The status for the line item is reset to blank for both the supervisor and CBS manager. If a line item was initially approved by either the supervisor or CBS manager it is sent back to them for reassessment of any changes made.

Step 06 – Status – Employee Re-submission (Approved)
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Pending Approved Pending Pending
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Approved Approved
Entry Line 02 Approved Approved Approved
Entry Line 03 Approved Approved Approved
Entry Line 04 Approved Pending Pending
Entry Line 05 Approved Approved Approved
Entry Line 06 Approved Pending Pending
Entry Line 07 Approved Approved Approved

The user resubmits (Approves) the draft time sheet which becomes LOCKED for editing and the Pending status applied to the approving supervisor and CBS manager.

Step 06 – Status – CBS Manager Re-Approved
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Pending Approved Pending Approved
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Approved Approved
Entry Line 02 Approved Approved Approved
Entry Line 03 Approved Approved Approved
Entry Line 04 Approved Pending Approved
Entry Line 05 Approved Approved Approved
Entry Line 06 Approved Pending Approved
Entry Line 07 Approved Approved Approved

The supervisor or CBS manager Approves the time sheet which remains LOCKED for editing.

Step 06 – Status – Supervisor Re-Approved
Overall Time Sheet Status User (Employee) Status Supervisor Status CBS Manager Status
Approved Approved Approved Approved
Time Sheet Line Item User (Employee) Status Supervisor Status CBS Manager Status
Entry Line 01 Approved Approved Approved
Entry Line 02 Approved Approved Approved
Entry Line 03 Approved Approved Approved
Entry Line 04 Approved Approved Approved
Entry Line 05 Approved Approved Approved
Entry Line 06 Approved Approved Approved
Entry Line 07 Approved Approved Approved

The supervisor or CBS manager Approves the time sheet which remains LOCKED for editing. and the overall time sheet status is set to Approved>